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Job Offer: Administrative Manager:Oregon State University

Job description:

Administrative Manager

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Please see Special Instructions for more details.

To ensure full consideration, applications must be received by May 28, 2018. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to candidates.?When applying you will be required to attach the following electronic documents:1) resume; 2) a cover letter explaining your interest in this position. Letters of application must speak to each required qualification; You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.For more information about the position, contact Mark Daeschel, Search Committee Chair, at mark.daeschel@oregonstate.edu . OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the capability to help us achieve our vision of a diverse and inclusive community. This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.

Position Details

Position Information
Department Food Science and Techno (AFS)
Position Title Administrative adjunct To
Job Title Administrative Manager
Appointment Type Administrative/Professional Faculty
Job Location Corvallis
Position Appointment Percent 100
Appointment Basis 12
Faculty Status Regular
Tenure Status Fixed-Term
Pay Method income
Recommended Full-Time income Range Commensurate with education and practice
Position Summary
The Department of Food Science and Technology (FST) is seeking a Administrative Manager. This is a full-time (1.00 FTE), 12-month, fixed term professional faculty position. Reappointment is at the discretion of the Department Head.
Food Science and Technology (FST) is a department within the College of Agricultural Sciences (CAS). The department’s primary function is teaching, research, and Extension. FST has 19 professorial faculty, a support staff of 3 Professional Faculty, 3 classified employees, 47 graduate research adjuncts, and 200 undergraduate students. The department manages and supervises over $8 million in AES, E & G, Extension, Grants, Contracts, Fees, and Foundation funds. Activities of the department are supported by funds from the Agricultural Experiment Station (AES), grants, contracts, the Extension Service, and the instructional budget of the College of Agricultural Sciences (CAS).
The Administrative Manager supports the Department Head by engaging in strategic planning activities, project management, management of support resources and personnel, annual reports/reviews production, and other projects, as needed. The position is responsible for assisting in the establishment of departmental policies, direct supervision of classified staff, performing all human resource/personnel tasks for the department, and acting as resource/liaison contact to departmental personnel, faculty, staff, students, other College and University units, the Agricultural Sciences and Marine Sciences Business Center (AMBC), and the public. The position researches, collects, analyzes, compiles and reports data related to various issues and projects. This position must maintain a high integrity, and the capability to maintain confidentiality, is essential. They develop correspondence, memoranda, minutes, fiscal and data reports. This position serves as the adjunct to the Department Head, the Human Resources personnel agent, classified staff manager, telecommunications coordinator, promotion and tenure coordinator. Assist with preparation, coordination, and monitoring of income worksheets, fiscal reports, and departmental AES, E & G, Extension, ARF, Foundation and Grants budgets.
Position tasks
30% Administrative adjunct To Department Head
Administrative support to and project management for Department Head. Serve as liaison between Department Head and faculty, staff, students and public. Research, collect data to develop fiscal and informational reports and databases related to various issues and projects. Determine resource needs and priorities and make recommendations to Department Head. Continue updating and improving database for faculty annual PROF reviews. Recommend equipment and supplies purchases for department office. Recommend employee types for hire. Recommend fiscal strategies to maximize resources. Signature authority of the Department Head for Personnel Actions for all but tenure-track and tenured faculty.
Perform confidential administrative support functions for the Department Head including:
- Collect and assemble statistical and other information required by the Department Head. Respond to correspondence and prepare reports.
- Respond with appropriate information to routine requests for information for the Department Head’s signature.
Assist Department Head with confidential human resources matters, and advice on setting policy and procedures.
Responsible for preparing narrative and statistical data for administrative reports, surveys, and forms.
40% Human Resources
Interpret and communicate human resources policies and procedures to faculty, staff, and students. Perform all human resources processes for the department including recruitments, hiring, discipline, assigning, approving, reviewing work, and recommendations for dismissal. Advise faculty on performance issue processes for their GRA’s, how to hire different employee types, interpret regulations for employee types, manage income worksheets, hiring and reappointments. Work everyday with PeopleAdmin, OSCAR, HRIS Banner, HRIS Data warehouse daily. Serve as Search Administrator for recruitments. Serve as Coordinator for Promotion and Tenure Committee. Serve as manager for all Promotion and Tenure processes. Track tenure, promotion, Peer Evaluation of Teaching, mid term review, post tenure review timelines.
Assist faculty and staff with personnel matters, and act as resource regarding University policy and procedures.
Coordinate with faculty on hiring staff, Research Associates, Research adjuncts, Graduate Research adjuncts, Academic Pay appointments, temporary classified, and student employees.
Prepares requests for visa documents, including J-1 and H-1 visas. Maintains Department personnel files.
Process personnel and payroll paperwork including letters of offer, requests for overload, job forms, I-9’s, W-4’s position descriptions, and timesheets. Serve as department contact and information resource for staff benefits, Worker’s Compensation, FMLA, graduate student wage and benefits guidelines.
Coordinates completion of data reports annual Periodic Review of Faculty.
The Administrative Manager supervises the promotion and tenure (P&T)process including coordination of the department P&T Committee review schedules; compilation of the dossier materials in compliance with the OSU Promotion and Tenure guidelines; convenes promotion and tenure committee meetings, solicits outside reviewer letters of reference, peer teaching and student evaluations. This position responsible for the completed dossier and the submission of dossier per the College’s instructions.
Serve as strike coordinator for the department. Assist in the development of a departmental strike plan. Responsible for coordinating information between the department, College and the Office of Human Resources in the event of a strike. Upon approval by the College and the OHR, will implement departmental strike plan to ensure coverage of essential tasks and functionality of the department.
20% Supervision
Perform managery and managerial work with department for three classified staff – 1 Administrative Program adjunct, 1 Office Specialist 2, and 1 Accounting Technician. Plan, assign, approve and review work; discipline/compensate, recommend for hiring/firing. Ensure quality standards; train staff and supervise their productivity. Coordinate work and workload, authorize overtime; conduct annual performance appraisals and set staff goals. Monitor attendance, review and approve timesheets. Identify training and professional development needs of support staff. Work in EvalS and EmpCenter. Write position descriptions, conduct interviews and hire replacements.
10% Fiscal Management
Assist with budget development, control, and oversight. Work with Department Head to develop strategies to maximize the effectiveness the fiscal resources of the department. Use FIS Banner and Data warehouse daily. Manage department Fees Development and submission process. Use Fees electronic submission database. Manage department space inventory. Use space electronic submission database.
Assist with budget development, control, and oversight of the $8,000,000 Department fiscal operations.
Work with Accountant to develop strategies to maximize effectiveness of the fiscal resources of department with approval of the Department Head. Coordinates the implementation of the strategies.
Work with Department Head to prepare income worksheets and annual budget reports.
Work closely with Agricultural Sciences and Marine Sciences Business Center (AMBC) to ensure timely processing of personnel and fiscal information.
Minimum/Required Qualifications
At least 3-5 years practice providing advanced administrative support and personnel management;
Demonstrated computer information management expertise.
Demonstrated prosperous managery practice;
Demonstrated commitment to anticipating, knowledge, and responding to customer needs in a positive, confidential, and sensitive manner;
Demonstrated initiative and thoughtful decision-making expertise and capability to make independent decisions and to take independent actions;
capability to work independently with minimal supervision;
Demonstrated flexibility, adaptcapability and a availability to contribute to the success of team and goals;
Demonstrated capability to meet deadlines, set priorities, manage multiple projects and tasks;
Demonstrated capability to plan, implement, evaluate and report on activities;
capability to interpret laws, policies, procedures, and regulations and communicate them effectively;
capability to lgain complex departmental programs and operations and apply policies, procedures, rules and regulations;
Excellent written and spoken English expertise w/capability to compose and edit directives, memoranda, and correspondence;
Strong interpersonal communication expertise to enable collaboration w/ diverse communities;
Demonstrated regard for confidentiality, discretion and diplomacy.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
Preferred (Special) Qualifications
Working knowledge of OSU Human Resources policies and procedures.
practice working with faculty, research staff, classified employees and other University personnel.
Windows-located software practice including Banner HRIS, People Admin, OSCAR, Data Warehouse, interactive Web located applications, Microsoft word, Excel, and Outlook.
practice working w/ International Programs and visa processing.
A demonstrable commitment to promoting and enhancing diversity.
Working Conditions / Work Schedule
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No

Posting Detail Information
Posting Number P02155UF
Number of Vacancies 1
Anticipated Appointment Begin Date 06/18/2018
Anticipated Appointment End Date
Posting Date 05/16/2018
Full Consideration Date 05/28/2018
Closing Date 06/04/2018
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified candidates
Special Instructions to candidates
To ensure full consideration, applications must be received by May 28, 2018. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to candidates.?
When applying you will be required to attach the following electronic documents:
1) resume;
2) a cover letter explaining your interest in this position. Letters of application must speak to each required qualification;
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For more information about the position, contact Mark Daeschel, Search Committee Chair, at mark.daeschel@oregonstate.edu .
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the capability to help us achieve our vision of a diverse and inclusive community.This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.

Supplemental Questions

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Skills:

Job Category: Other [ View All Other Jobs ]
Language requirements:
Employment type:
Salary: Unspecified
Degree: Unspecified
Experience (year): Unspecified
Job Location: Corvallis, Oregon
Company Type Employer
Post Date: 05/17/2018 / Viewed 22 times
Contact Information
Company: Oregon State University
Contact Email: mark.daeschel@oregonstate.edu


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